[Edited]Zoho Campaigns: Introducing workspaces, revamped roles and privileges, and streamlined integrations

Dear user,

Update alert! We're making a bunch of enhancements to improve your experience with Zoho Campaigns (visible in your account starting on August 10, 2023).

What are we changing, exactly? We're glad you asked! :D

The changes are focused on the following:

• Introducing Workspaces: an all-new feature in Campaigns
  
• Streamlined integration capabilities
  
• Revamped roles and privileges functionality

The updates will be implemented in phases so you can transition smoothly. Once you've set up topic management (if not done already), move on to the integration setup, and wrap everything up neatly by setting up the new roles and privileges upgrades. Yep, it's that simple! Let's look at it one step at a time.

Integrations

Moving forward, integration will be moved to the organization level. Only the admin of your Zoho Campaigns account (and the other application to be integrated) will have the authority to perform integrations and syncs. Each integration will be limited to one sync.

Starting on August 10, 2023, when you access the Integrations page within the product, you'll encounter a warning message indicating that migration is required. By clicking on this message and selecting Migrate Now, you can initiate the migration process. You'll be presented with information to review. Once done, click Proceed to continue. For the next step, select an existing organization account to set up the sync. This is similar to how you've been initiating syncs in the existing version of Zoho Campaigns.

Why the change?

• Our goal is to introduce instant sync for all the integrations in Zoho Campaigns. This update marks the initial phase towards achieving our goal.
  
• Right now any user within the same account can create a sync and this brings in more confusion because it would be the same contacts that they bring in from the other application. Even though duplicate contacts will be ignored in the current setup, this new update will be of more help to admin and users to streamline processes within the same account.
  
• Only the person who created the sync will be able to delete the sync in the account right now. With this update, more privileges are given to the admin.
  

How's this useful?

Streamlining processes is a good thing. By having a single admin perform integrations and managing one sync per integration, the process becomes organized, de-cluttered, and less confusing, resulting in more consistent data.

How do GoToWebinar, Zoho Meeting, Zoho Backstage, and Eventbrite integrations work now?

Currently, it's possible to create separate syncs for past and upcoming webinars or events.

What's changing?

Since the syncs are unified, only one sync will remain active and all these syncs will be instant to maintain a continuous flow of data. After the admin migrates to the new setup, a new sync flow should be created. All the registrants and attendees from the past and upcoming webinars/events will be synced. The old flow will be disconnected. i.e., syncs created before the migration won't be retained after the migration.

Why the change?

If you're conducting an event or a webinar, you are required to create separate syncs for each of the webinars and events. This update simplifies the process and reduces the time and effort required to manage multiple syncs.

How do Google Analytics integrations work now?

Data in Google Analytics will be pushed to Zoho Campaigns, where all analytics-related information can be viewed.

What's changing?

• Google Analytics will be updated to the newest version (i.e., version 4). 
  
• You won't be able to find screens related to Google Analytics in Zoho Campaigns.
  
• You'll have to get all analytics-related information directly from Google Analytics.
  

FAQs

What happens to existing syncs?

Existing syncs will work normally until you migrate to the new setup. Once you migrate, existing active syncs will remain active until July 15, 2024, after which the syncs will be deprecated.

Can the synced account be changed later? If so, what about the data and the actions the syncs perform?

Yes, your organization's admin will be able to change the synced account later. The data of the previously synced account will be available for reference.

Roles and privileges

How do roles and privileges work now?

• Roles and privileges are assigned to users in an organization to control their account access.
  
• The available roles are Standard Admin and Standard User, and the two levels of data access privileges include Self and Others.
  
• Users can also create custom roles based on the organization's needs.
  

What's changing?

Zoho Campaigns now provides four default roles: Admin, Manager, Editor, and Viewer. If you've already created additional roles in your account, those will be migrated to the new setup. Admins will still be able to create new roles and make changes to their privileges. Default roles are not editable.

Why the change?

• We have the concept of Self and Others in Zoho Campaigns which makes team collaboration difficult, particularly regarding the management of user role and access to data. The current setup makes it difficult for admin to maintain control within the organization.
  

• Currently, users with Self privilege will be able to create sender addresses and custom fields and these cannot be deleted by the admin. This lack of control makes it challenging for admins to manage the account effectively and keep it organized according to their requirements. The new setup enhances the overall user experience and provides better control and organization options for admins.
  

How's this useful to me?

At Zoho, we're committed to security and privacy. These changes bring tighter security and control over your organization's data. For example, a designer at your organization can be given an Editor access and a marketer can be given a Manager access in order to launch a campaign. This fine-grained access control allows your organization to be responsible with the data.

FAQs

Can I customize the privileges of different roles?

If you are the admin of your organization, you will be able to create new custom roles and control their privileges. Unfortunately, you cannot customize the privileges for default roles.

Introducing Workspaces for marketing teams

Note: Only for Professional edition accounts.

A workspace is a separate space within Zoho Campaigns to create and organize campaigns and workflows. It enables organization admins to create multiple spaces within a single account which can be accessed by multiple individuals. Admins have the authority to determine who can access each workspace based on the specific needs of the business.

To illustrate this, let's consider the example of Zylker, a product based company with different products that caters to various needs of a business. To ensure clarity and efficiency in managing these different products and teams, Zylker admin can create separate workspaces for each of the products, add users to each workspace (their respective products), and carry out marketing activities without encountering any confusion or complications.

By using workspaces, Zylker can maintain a clear separation of data and ensure customer data of one product (workspace) is not accessible to those responsible for managing other products (workspaces). This enhances data security and minimizes the risk of confusion or errors when coordinating marketing efforts.

Altogether,

• Workspace provide a practical solution for organizing and managing different aspects of your business within a single account.
  
• Workspace streamlines your marketing activities, assign appropriate user access, and maintain data integrity across various departments or business units.
  
• Workspace stores campaigns, workflows, and contacts and users will have restricted access to them.
  
• Admins can add all contacts or contacts matching a given criteria into a workspace.
  
• Users can have one role in one workspace and a different role in another workspace.
  

How will it function going forward?

After migrating to the new integration setup and assigning roles and privileges, a workspace will be created in your account by default. Admins will be able to create as many workspaces in the account as needed, assign users to each workspace, bring in all contacts or a restricted set of contacts as defined by a specified criteria, and switch between workspaces within the same account. This makes it much easier to manage campaigns across multiple organizations/teams, and also provides greater flexibility and control over campaign management.

FAQs

Where can I find workspaces in my account?

If you're an admin and would like to set up workspaces for your account, navigate to Settings > Users and Controls > Workspace.

Will I still be able to access campaigns and data from different workspaces?

If you're an admin, you'll be able to access campaigns and data from different workspaces. If not, you can access workspaces to which your admin has provided you access.

Is there a limit to the number of workspaces I can have in my account?

No, there is no limit to the number of workspaces that you can create in your account.

Is there a limit to the number of workspaces I can be a part of if I'm not an admin?

No, there is no limit to this either.

We understand that these changes require some adjustment, which is why we're giving you plenty of time for migration. All these updates will be implemented in Zoho Campaigns on August 10, 2023 and you will be able to migrate to this setup until July 15, 2024, after which it will become default for all users.

Please note that these updates doesn't affect the pricing or the subscription plan. If you have any questions or concerns regarding these updates, please reach out to us at support@zohocampaigns.com. We'll be more than happy to assist you throughout the process!

Best regards,

Team Zoho Campaigns

• Topic Participants

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• KP

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• Greg Obleshchuk

• Tim Fockedey

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